Relatively few Web
designers really know how to program, customize, and
manage online databases. However, VA Jodi Diehl,
President of
Sun Frog Web Design in Altamonte Springs, FL, has
been doing it for a very long time. Here’s how you
might benefit from her unique set of skills.
MI: Jodi, you
specialize in database creation and management.
Tell us a bit about your background and what led
you to this valuable niche…
JD: My desire to
make businesses run smoother through technology
started early. One of my first real-world jobs
was at a travel agency that still used a manual
typewriter to generate travel itineraries, send
confirmation notices and type thank you letters
to the clients. I knew there was an easier way
to handle the data and became determined to
streamline the office. After convincing the
Manager to purchase a new software package, I
created my first contact management database.
That was back in 1991.
After that first database,
I became fascinated with technological solutions
to common business problems. I dove into
learning everything I could about data
management and how to develop viable solutions.
That fascination is still with me, and I
continue to improve and increase my own
knowledge as new software and programming
options become available.
For well over a decade, I
have developed databases for a variety of
applications and now specialize in helping my
clients keep their own data organized,
accessible and useful. Staying ahead in this
field requires effort, but my clients are the
winners. When they win, I win.
MI: I would
imagine your database expertise includes online
databases as well. Share with us some of the
things you can do with online databases.
JD: Online databases
are the next generation business tool for
progressive business owners and individuals.
They offer the unique ability to provide dynamic
data to website visitors. Through the use of an
online database, you can do any number of
functions such as:
-
Securing access to
certain portions of the site by requiring a
login
-
Creating a showcase page
for property
-
Providing
up-to-the-minute information and dispersing it
world-wide
-
Allowing the website
visitor to search your database using specific
criteria
-
Maintain a current
mailing list of visitors interested in more
information from you on any topic
The beauty of an online
database is creating a secure, dynamic location
for your mission-critical information. An online
database provides you the ability to change and
update your information immediately and from any
location – even a client’s home or on the road
with a laptop and a phone jack – any place you
can secure an Internet connection. Your
information stays accessible to clients and
potential clients all over the world, while you
are able to secure exacting control of your data
and who may access it.
MI: Many real
estate professionals work with industry specific
database programs like Top Producer, or Agent
2000. Are you able to integrate and customize
your work with these proprietary programs?
JD: Any data
contained within the online database can be
exported. I have worked with many proprietary
programs for the benefit of clients in a number
of industries. Databases are the great
equalizer, the import and export functions of
the databases I design permit a standardization
of data formatting for use in multiple
applications.
That is one reason
databases are such a valuable tool – especially
to real estate professionals. Anyone who deals
with mass amounts of information will find their
work more efficient with a customized layout for
their specific information that can be applied
to multiple programs.
Both of the programs you
mention utilize import and export functions via
CSV (comma-separated-values) format. This is a
standard for online databases. Top Producer even
has a “data transfer wizard” to make importing
and exporting easier. You don’t have to be a
technical whiz for a customized database to work
for you. It’s my job to develop them to make
life easier and more profitable for my clients.
MI: Is most of
your work project based or ongoing?
JD: Since I
specialize in custom solutions, most of my
database clients are project-based. But support
is always available. Service is key at Sunfrog
Web Design. All database projects include
comprehensive training for the client to ensure
that once the initial database is complete, the
client is able to do the majority of the input
themselves.
I do have clients that
prefer that I maintain and change the database
for them – which I am happy to do – and they
become ongoing contracts. But, my main objective
is to set up a comprehensive system that is
simple to use so clients may maintain it
themselves because having control and the
ability to manipulate your own data increases
the value of that data in business applications.
Some clients already have a
database in place, and they come to me for
periodic maintenance, data entry, reporting,
etc. How I work depends on the client, their
needs, and their comfort level. Service is the
most important element. I want my clients to
have exactly what they need to succeed.
MI: As a former
programmer myself, I know the importance of
having a very clear idea of what needs to be
done before any code is written. How do you help
your prospective clients achieve this kind of
clarity?
JD: I have a
preliminary questionnaire that I send to
prospective clients. The value of this
questionnaire is two-fold: it helps the client
better visualize what they would like the
database to do and it helps me to ascertain an
overview of their needs.
The primary tool to
accomplish “clarity” is a personal consultation
via phone, Instant Messenger or even e-mail. I
prefer phone for this portion. During initial
concept development, the client and I discuss
what they need now as well as their long-term
goals. It is imperative to consider potential
growth in the business and in the uses of the
database so the initial design will encourage
and facilitate this growth and remain an asset
to the business.
My job, as their database
consultant is to help them resolve these issues
before the design process begins. Offering my
clients the advantage of my database and
business experience in managing client growth
gives them every advantage and makes this
portion of the process easier for everyone.
Database solutions are the key. If the database
doesn’t work for them, to their advantage, then
it doesn’t work.
MI: What sort of
things should someone have ready before they
even talk to you about getting some database
work done?
JD: Databases are
different than most business projects. They are
designed in reverse. You don’t start with an
idea, you start with the end result in mind. If
a client can tell me what result they want, I
can then develop the necessary database
solutions to accomplish that result.
If they can provide the
answer to the question that begins… “In a
perfect world, I would be able to…” and give me
their bulleted wish list – I can build a
customized database project to help them realize
that “perfection” and to enable them to apply
their data to new, creative, and profitable
projects.
MI: Have you
ever turned a prospective client down? --If so,
why?
JD: Yes, I have
turned down clients who ask me to work outside
my area of expertise. However, I don’t leave
them without a solution. I have access to a
fantastic network of professional Virtual
Assistants through the
International Virtual Assistants Association
and I often refer work outside my area to peers
who specialize in what a client needs.
I have also worked on
projects with other VA specialists and partner
up on a project basis if that provides the best
result for the client. The client must approve
this collaboration, of course. But they are
usually thrilled with the results, even if
virtual collaboration is a new concept for them.
Personally, I work with
clients in my areas of specialization: website
design, database solutions and web hosting.
Although I could provide office and
administrative support services, I prefer to
refer clients desiring those services to a VA
who specializes in that type of work.
MI: Last
Question: Where do you see the future of online
database management?
JD: The Internet has
experienced tremendous growth over the last ten
years, and continues to explode. As more
businesses discover the flexibility and
possibilities with online databases, I
anticipate online database management becoming
an integral part of all websites. Those who
develop ways to use that now will be ahead of
the game.
It’s not a matter of if you
need to develop an online database to compete in
today’s business world; it’s how long you can
afford to wait to do so. The sooner you begin,
the sooner you will be reaping the rewards.
MI: Jodi, your
niche is very special and thank you for sharing
your thoughts and insights!
JD: Thank you,
Michael. It was a pleasure talking with you.
Your work to help promote Virtual Assistance has
been priceless and VAs worldwide are grateful
for your dedication to promoting the advantages
of using Virtual Assistance. I appreciate the
opportunity to discuss database management and
my approach to client service with you and your
readers.
You can learn more about Jodi
and her online database management services by
visiting her Website at
http://www.sunfrogwebdesign.com, contacting
her via e-mail at
Info@SunfrogServices.com or by phone at
877-897-3140. Always remember to do a thorough
due-diligence before hiring any kind of assistant.
This interview is part of an ongoing series of VA
profiles designed to help you find that perfect VA
that will launch you to the top quicker and with
less effort than you ever thought possible!
